Privacy Notice

Draft

This notice provides you with information regarding your rights and our obligations and explains how, why and when we process your personal information.

Who we are

The British Biophysical Society (BBS) is a scientific membership society working to advance biophysics for the benefit of all. The British Biophysical Society was founded in 1960: “For the application of physical and chemical concepts to biological systems”. Today the BBS reaches around 500 members organising and sponsoring specialist events and a major biennial meeting along with prizes and bursaries to promote biophysics in Britain.

To support our work we may gather and process your personal information in accordance with this Privacy Notice (‘notice’) and in compliance with the relevant data protection regulations and laws.

The BBS is a registered UK charity, number: 254742.

Your privacy

We are committed to ensuring the security and protection of the personal information we process. Personal information is information which identifies you, or which can be identified as relating to you personally (for example, name, address, email address, phone number). We will make every reasonable effort to protect your privacy by adopting a high level of website security and adhering to this policy on how we store and use personal information.

This notice relates to our use of the personal information we collect from you, or that you provide to us, via the online services we make available to you, via phone, email, letters and other correspondence, and in person. It has been created to help you understand our views and practices regarding your personal information.

We recommend that you read this notice prior to using our websites, products or services. If we change this notice we will post the changes on this page. If you access our content on this website, after any such change has been made, you will be deemed to have read and accepted the change.

The personal information we collect

Your personal information will be used by us. We’ll only collect the personal information that we need in connection with specific activities such as registration or membership requests, volunteering, conducting research, making donations etc.

Personal information provided by you

You may give us personal information when you interact with us, for example applying for membership or registering for an event. The personal information we ask for may include, : personal details such as name, date of birth, email address, address, telephone number, affiliation, level of education; financial information (payment information such as bank details)

How we use your personal information

Your personal information may be collected and used to help us deliver our charitable activities, help us raise funds, manage and administer your membership or complete your request for services. We use the personal information you provide as a member to fulfil and service your membership. This includes sending to members by mail and/or email, renewal information, newsletters, and information about our Annual General Meeting (AGM). We use your personal information when you register to attend an event or meeting. This may include sending you details of the event or meeting, to confirm your attendance or to request information about any dietary or access requirements to ensure that we provide appropriate facilities or support to enable you to participate in an event. We sometimes take photos at our events and will clearly signpost where this is the case. Images captured may be used on our website and in any other media when promoting our work. We collect and use personal information provided by you when applying for a grant, bursary or scholarship. This could include: to assess your application, to notify you as to whether your application has been successful, to award funds.

Manage your communications

If you would like to stop receiving emails from us, you can let us know by emailing us at secretary@britishbiophysics.org.

Lawful reasons for processing

We will process your personal information for the purposes identified above on the following bases:Our legitimate interests, which include, but are not limited to, processing your personal information for the purposes of providing our services.

Where you have consented to our use of your personal information for a specified purpose. Where this is the case, you have the right to withdraw your consent at any time.

Keeping your personal information

We will only use and store your information for as long as it is required for the purposes it was collected for. How long it will be stored for depends on the information in question, what it is being used for and, sometimes, statutory legal requirements. For example, we may store personal information after your membership with us to resolve any potential disputes.

Where we store your personal information

We are based in the UK store our data within the United Kingdom or the European Union (EU). Some organisations which provide services to us may transfer data outside the United Kingdom or the European Economic Area but we’ll only allow this if your data is adequately protected. Some of our systems are provided by US companies, and whilst it is our policy that we prefer data hosting and processing to remain on UK-based or EU-based solutions, it may be that using their products results in data transfer to the US. However, we only allow this when we are certain it will be adequately protected (e.g. standard contractual clauses).

We will only use your personal information for the purposes for which it was obtained. We will not, under any circumstances, sell or trade your personal information. We may also disclose your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation.

Your rights in connection with your personal data

Under certain circumstances, by law you have the right to request access to your personal information. If you wish to exercise this right, please contact us.

If we hold personal information about you, we will give you a copy of the information in an understandable format together with an explanation of why we hold and use it. Once we have all the information necessary to respond to your request we’ll provide you the information within one month. This timeframe may be extended by up to two months if your request is particularly complex. In this case, we will notify you and keep you updated.

If the personal information we hold about you is inaccurate, or your personal information changes (such as your email address), we will update your information when notified.

You can request erasure of your personal information where there is no good reason for us continuing to process it. Please note that whilst we will honour your request wherever possible, we may need to retain some personal information about you for example, where we are required to retain records to comply with our legal obligations.

You may request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.